University of Virginia
Alumni Association
JOB DESCRIPTION
Job Title:
Assoc. Director, Alumni Services
Full-time/Part-time:
Full-time (30 hours or more per week)
FLSA Status:
Exempt
Supervisor:
Managing Director, Alumni Outreach
Date Prepared:
September 12, 2013
GENERAL SUMMARY:
The incumbent manages the day to day activities of the Admission Liaison
Program (ALP) and the Virginia Alumni Admission Network (VAAN). The
Associate Director partners with the Office of Undergraduate Admission to
support legacy admission and recruitment of underrepresented populations.
SPECIFIC DUTIES AND RESPONSIBILITIES:
Admission Liaison Program 60%
 In conjunction with the Director, the Assoc. Director serves over 1,600
alumni per year by advising legacies and their parents regarding U.Va.
undergraduate admission process. The Association Director is responsible
for the day to day operations of this critical program.
 Evaluates current transcripts and offers advice for building a strong high
school record and college application, and manages alumni expectations.
Personally speaks with over 500 families per year.
 Makes daily, hour-long public presentations to alumni and their legacy
children regarding the admission process. Upon request of the Director,
offers presentations to the Alumni Association Board of Managers. The
Assoc. Director presents information to alumni outside of Charlottesville,
traveling on behalf of the Alumni Association and creating and promoting
web-based content.
 Provides the primary communication function for the Admission Liaison
Program and the Virginia Alumni Admission Network. Using limited
resources, manages high-impact marketing tools to reach a broad
audience. Manages the development, composition, and execution of
marketing brochures, student packets, annual reports, e-newsletters,
social media, articles in the alumni magazine, website content, and
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various other media outlets/tools.
Manages Program database containing records of current and past clients.
Tracks historic data, monitoring legacy applicant trends. Quantifies and
records student academic records.
Plans and executes two legacy events, Legacy Lunch in August and
Legacy Brunch in May. Total attendance is over 1,500 guests.
Represents the Alumni Association’s interest in legacy admission to the
Office of Undergraduate Admission.
Undertakes both existing projects and new initiatives, including Alumni
Family Weekend, in order to strengthen ties with the Office of Admission.
Develops and maintains management-level relationships with members of
the Undergraduate Admission Office.
Researches and benchmarks admission data to better understand legacy
admission and more effectively advise alumni families on the admission
process.
Alumni Engagement 40%
Communication
 Plans and executes communication plan for the ALP and VAAN programs.
Vehicles include web content, social media, magazine articles, annual
reports, alumni correspondence and e-newsletters.
 Provides total management of alumni services webpages, including the
Admission Liaison Program, Alumni Family Weekend, Virginia Alumni
Admission Network and the Virginia Alumni Admission Council. Develops,
monitors & composes content for all noted webpages.
 Produces, promotes and distributes webinars to target constituents.
Volunteer Management
 Manages the Virginia Alumni Admission Network in collaboration with the
Office of Admission Outreach Office and the Office of Engagement.
Recruits over 75 alumni volunteers across seven domestic cities annually.
Trains volunteers on the admission process; assigns volunteers to
outreach opportunities; and manages alumni volunteer participation.
Measures and reports impact of volunteer effort.
 Recruits, manages and cultivates the Virginia Alumni Admission Council
(VAAC). Interviews/recruits between 12 and 15 alumni every year to act
as the governing council to VAAN. Engages alumni council to inform the
outreach efforts of the Office of Admission.
 Creates and manages Virginia Alumni Admission Network e-newsletter and
Annual Report
EDUCATION:
1.
Bachelor’s degree from a four-year college or university required.
Master’s degree preferred.
EXPERIENCE:
1.
2.
3.
4.
Three to five years of client management/recruiting/admission/alumni
relations experience required.
Special event planning, presentation and volunteer management
experience strongly preferred.
Significant and varied experience creating communication pieces using
print and web-based media.
Significant knowledge of the University, including academic offerings,
student life, and organizational structure.
SKILLS/CERTIFICATIONS:
1.
Advanced proficiency working with Microsoft Office, WordPress, ACCESS
and related hardware/software.
2.
Familiarity with or ability to quickly learn Blackboard Collaborate Web
Conferencing and iModules.
3.
Advanced proficiency in word processing, spreadsheet, presentation and
database software required.
4.
Proficiency utilizing the Internet Browsers as a resource to identify
statistics, trends, and demographic information required.
5.
Proficiency utilizing BSR/Advance is preferred.
SUPERVISION:
This position has no direct reports, but works closely with the Admission
Liaison Program Program Coordinator.
COMPETENCIES:
1. Speaks clearly and persuasively in positive or negative situations;
demonstrates strong group presentation skills.
2. Writes clearly and informatively; presents information effectively.
3. Creates annual reports (ALP and VAAN) to strategically position the
program with key stakeholder groups.
4. Analyzes quantitative and qualitative student data and formulates
summary measurements and conclusions in consultative client meetings.
5. Manages difficult or emotional client situations; responds promptly to
client needs.
6. Identifies and resolves problems in a timely manner; gathers and analyzes
information skillfully; develops alternative solutions and uses reason even
when dealing with emotional topics.
7. Treats people with respect; keeps commitments and inspires the trust of
others. Upholds organizational values.
8. Works independently and collaborates effectively with ALP team and
Association staff.
9. Conflict resolution; maintains confidentiality; listens to others without
interrupting; remains open to others’ ideas and tries new things.
10. Synthesizes complex or diverse information; collects and researches data;
uses intuition and experience to complement data.
CONTACTS:
1.
UVa Alumni Association Department Managers, Directors, President/CEO,
and Board Members.
2.
UVa Alumni Association staff.
3.
UVa Alumni Members/Alumni, Alumni Families, Alumni volunteers and
Prospective UVa Students.
4.
University of Virginia Departments including Development and
Undergraduate Admission.
ENVIRONMENTAL/WORKING CONDITIONS:
General fast-paced office environment. Occasional, but infrequent, evening and
weekend work.